YOUTH DEVELOPMENT VOLUNTEER INITIATIVE REQUEST FOR PROPOSALS

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1 YOUTH DEVELOPMENT VOLUNTEER INITIATIVE REQUEST FOR PROPOSALS Proposals Due: Friday, September 14, 2018 ISSUED BY THE MASSACHUSETTS SERVICE ALLIANCE Massachusetts Service Alliance 100 North Washington Street, 3 rd Floor / Boston, MA Please direct any questions about this RFP to Michael Stewart at x214 or Click HERE to access the online grant system and apply! 1

2 The Massachusetts Service Alliance (MSA) is pleased to release a Request for Proposals for its Youth Development Volunteer Initiative. MSA values the critical role that youth-serving agencies and volunteers play in the development of the state s most vulnerable young people. MSA seeks to award matching grants up to $10,000 to provide capacity-building opportunities to nonprofits and Volunteer Connector Organizations* to better engage volunteers in youth development programming by creating or expanding and replicating promising models. *Volunteer Connector Organizations include agencies that connect individuals with volunteer opportunities and support organizations in effectively using those volunteers to create meaningful change in local communities. Grant funding is contingent on the availability of funds from the Corporation for National and Community Service. Grant payments made will be disbursed on a reimbursement basis. Requests for reimbursement must be accompanied by all documentation required by MSA, in compliance with the rules for the administration of state and federal funds. Grants awarded under this initiative will be for the period of December 1, 2018 September 30, The Massachusetts Service Alliance The Massachusetts Service Alliance, established in 1991, is a private, nonprofit organization that serves as the state commission on community service and volunteerism. Its mission is to catalyze the innovation and growth of service and volunteerism by creating partnerships that maximize resources, expertise, capacity, and impact. Toward this end we: invest public and private funds in community-based organizations in a fair and equitable manner; convene and mobilize individuals, nonprofits, corporations, and government entities to link strategies related to service and volunteerism; build capacity of programs and agencies through training and technical assistance; and advocate for the development and promotion of public policies and private initiatives that incorporate service and volunteerism as effective strategies to address community needs. The Corporation for National and Community Service The mission of the Corporation for National and Community Service (CNCS) is to improve lives, strengthen communities, and foster civic engagement through service and volunteering. Through its multitude of programs, CNCS has helped to engage millions of citizens in meeting community and national challenges through service and volunteer action. Through Volunteer Generation Fund grants, CNCS seeks to fund effective approaches that expand volunteering, strengthen the capacity of volunteer connector organizations to recruit and retain skill-based volunteers, and develop strategies to effectively use volunteers to solve problems. Administered by MSA, the Youth Development Volunteer Initiative is funded by the Volunteer Generation Fund. 2

3 Grant Overview The Initiative The overall goal of the Youth Development Volunteer Initiative is to strengthen and sustain nonprofits and Volunteer Connector Organizations (VCOs) in new and existing youth development programming as they recruit, retain, manage and support increased numbers of volunteers. Youth Development Volunteer Initiative funds are available for the: 1. Establishment of a new youth development program within a youth-serving agency that will utilize new or existing volunteers; 2. Expansion of a current youth development program within a youth-serving agency to serve a new population or geographic area not currently served by the program, while increasing the number of youth served through the engagement of volunteers; 3. Enhancing the volunteer program through the creation of systems and recruitment efforts to support new youth-serving volunteer positions impacting at-risk youth; and/or 4. Creation or enhancement of a youth development program at a Volunteer Connector Organization that utilizes and expands the current volunteer base (VCO). At-risk Youth MSA will prioritize organizations that will create or enhance volunteer programs or volunteer positions that will impact youth categorized as at-risk. This group of young people faces higher challenges due to intrinsic and external factors and are less likely to advance into a productive and prosperous adulthood. Grantees will be expected to provide parameters for their classification of atrisk youth within the application narrative as well as document the number of at-risk youth impacted by the grant funding and volunteer efforts provided. Grantees will provide the tracking method and tools used to determine the number of youth from their program who are categorized as at-risk. Volunteer Engagement Through this initiative, youth-serving nonprofits will be expected to strengthen the capacity and infrastructure of new or existing youth development program(s) through the engagement of volunteers. Agencies will be held accountable for providing relevant, competency-based volunteer roles and opportunities that attract and retain high-caliber volunteers to support youth within the program. Organizations will be expected to develop a system or utilize technology-based tracking systems necessary to collect and report data that demonstrate results. Volunteer Management Nonprofits and Volunteer Connector Organizations must demonstrate their ability to manage and support volunteer activities, effectively create meaningful opportunities, and manage volunteers. Proposals must clearly describe a strategy to increase the number of people who serve in meaningful 3

4 roles in one or more programs within their agency. MSA is seeking substantial evidence indicating their ability to develop strategies and goals toward this end. MSA seeks to fund programs in the above areas from a variety of organizational sizes and types and that represent the geographic diversity in Massachusetts. However, in the interest of funding high quality programs, the percentage of funds to be allocated has not been set in advance. Project Timeline If planning to apply, please submit an Intent to Apply Form by Friday, August 31, Please note: While this is not a required step, it is immensely helpful for us in planning our review process, so please fill it out once you begin your application. Proposals must be submitted no later than 5:00 p.m. on Friday, September 14, 2018 to the MSA online grant system, which may be accessed by clicking here. The grant period will begin December 1, 2018 and end September 30, All project work must be completed (and all grant funds expended) by September 30, All Final Project Reports and Final Financial Reports MUST be completed and submitted by September 30, 2019 to receive reimbursement. 4

5 Eligibility Eligible applicants are: Nonprofit organizations (incorporated with 501(c)(3) status) that have been in existence for at least one year prior to the date on which the organization submits an application; State, municipal, and county governments, including departments and agencies therein; and Native American tribes. Restrictions: Organizations may not replace staff time or other expenses already being covered by existing MSA grant funding with funds to be provided through the grant described in this RFP. Additionally, MSA will not fund projects that engage in the following: Provide religious instruction, conduct worship services, or engage in any form of proselytizing; Assist, promote, or deter union organizing; Finance, directly or indirectly, any activity designed to influence the outcome of an election to any public office; or impair existing contracts for services or collective bargaining agreements; Impair existing contracts for services or collective bargaining agreements; or Charge volunteers to participate in service projects. 5

6 Administrative Requirements General Requirements Organizations receiving these funds are required to: Participate in a grant management webinar prior to grant allocation (date and time TBD); Create or access the technology-based tracking systems necessary to collect and report data that demonstrates results; Register volunteer activities on Connect and Serve (MSA s statewide volunteer web portal that connects individuals with volunteer opportunities); Include MSA and CNCS logos on program materials, volunteer recognition items, and in publicity; Submit a final report on the program that includes, at a minimum, performance measurements listed on page 11 (template provided by MSA); Participate in a mandatory mid-year training and grantee meeting (date TBD) and a site visit by MSA staff. Submit a Final Financial Report/request for reimbursement, with all required documentation of expenditures, by September 30, Only expenses for which proper documentation has been received will be reimbursed. Criminal Background Checks As stated by the Corporation for National and Community Service, organizations that are awarded the Youth Development Volunteer Initiative mini-grant must conduct CORI and NSOPW checks on all staff members listed in the grant budget (under either requested or matching funds). Also, in accordance with these standards, all staff members listed in the grant budget that will have planned and unsupervised contact with vulnerable populations (e.g., youth under the age of 18, individuals with disabilities, or senior citizens) will need to complete an FBI background check in addition to the CORI and NSOPW checks. Organizations may use grant funding to comply with background check requirements set forth by Massachusetts and the Corporation for National and Community Service. Project Reporting Organizations should be prepared to track the following during the full grant period, to be submitted in the final project report: Number of total volunteers currently managed by your organization Number of hours current volunteers have contributed to your organization Number of volunteers currently managed for youth programming Number of hours contributed by volunteers for youth programming 6

7 Number of youth served by the organization Number of total volunteers managed by the grant funding Number of new (anticipated) volunteers recruited/managed for this specific initiative Number of new (anticipated) youth served by the proposed program Number of at-risk youth impacted by the proposed program Final project reports will, at a minimum, include the following (template provided by MSA): Total number of volunteers (and hours) managed/supported by your organization Total number of volunteers (and hours) managed for youth initiatives Number of new volunteers recruited and managed for this initiative Number of hours served by volunteers for this initiative Number of new and existing youth served Overall community impact 7

8 Match and Use of Funds Match Overview The Massachusetts Service Alliance anticipates awarding grants up to $10,000 maximum each. The number of Youth Development Volunteer Initiative grants awarded will depend on the quality of proposals. Grantees will be required to provide a bottom-line, dollar-for-dollar match of the budget to support the project. All programs receiving support will be required to report the resources utilized to match grant funds. Matching funds can be a combination of cash and in-kind match. Volunteer time contributed to the program is not an acceptable source of match. Use of Funds Funds are intended for service project development and implementation, including: Staffing and administrative support associated with the development of new or expanding youth development programming*; Transportation and other reasonable out-of-pocket expenses directly related to development of the program; Record-keeping and technology expenses to assist organizations in tracking volunteer and community impact data; Supplies, materials, or occupancy necessary in implementing the proposed initiative; Volunteer recruitment, screening, orientation and training, support, and recognition**; and CORI and FBI background checks are allowable expenses, to the extent that they are required to comply with grant requirements. Prohibited Funds Volunteer or service member payments or stipends (also an unallowable source of match); The purchase of equipment***; The purchase of gift cards/certificates (purchased and donated gift cards/certificates are also an unallowable source of match); and Indirect costs as its own line item (costs related to occupancy and communication are permissible; see page 13). *Staff time is only eligible for grant funding and as a source of match if the staff salary is paid by private, state, or local dollars. Salaries paid by federal monies are ineligible for funding and as match. **MSA will not award more than $700 for volunteer appreciation items (e.g., t-shirts, mugs, etc.). ***Equipment, defined as tangible, non-expendable personal property having a useful life of more than one year and/or acquisition cost of $1,000 or more per unit, is not allowable. 8

9 Application Instructions Your application will be submitted online. Please make sure to complete/submit each of the following components. Please note that all attachments will be uploaded as part of your application. Intent to Apply Click here to complete the Intent to Apply by Friday, August 31, (This is not a required step. However, it is immensely helpful for us in planning our review process, so please fill it out once you begin your application.) Online Application Checklist Application Cover Page (provided in online system) Project Proposal Narrative (provided in online system; see page 10 of RFP for narrative instructions) Uploaded: Budget Summary & Narrative Form (see page 12 of RFP for budget instructions) Uploaded: Most recent audit or 990 Uploaded: 501(c)3 letter or MA Certificate of Tax Exemption (ST-2 or ST-4) RFP Technical Assistance MSA will provide a technical assistance webinar for this RFP on Thursday, August 30, 2018 at 11 am This webinar will be recorded and posted on Click here to register for the TA webinar. Click HERE to access the online grant system and apply. Fax, ed, or hard copy transmissions will NOT be accepted. Any application that is not complete and/or does not comply with all submission requirements may not be reviewed. Applications must be COMPLETED and SUBMITTED in the online system by 5 p.m. on Friday, September 14,

10 Project Proposal Narrative Instructions Please follow the instructions below when completing your online application. Narrative should include: Executive Summary (150 word limit) Briefly provide an overview of project. Background / History of Organization (300 word limit) Describe the organization s history, mission, overall goals and/or objectives. Provide specific examples of your organization s experience and past accomplishments in the proposed areas of activity and your experience operating and overseeing a program comparable to the one proposed. Describe the staffing and infrastructure that your organization has in place to ensure effective program oversight. Provide the organization s background in engaging at-risk youth, including past successes and challenges. Fiscal and Programmatic Oversight (200 word limit) Describe the organization s capacity to manage a federal grant and to provide appropriate fiscal and programmatic oversight. Provide examples of other federal/state grants received, including amount and duration. Describe current systems in place to ensure federal/state fiscal requirements are followed (i.e., providing sufficient back-up and supporting documentation for reimbursement request and matching funds). Describe your organization s ability to secure in-kind donations or resources to provide a dollar-for-dollar match to meet this requirement. How will this be tracked and reported? Community Need (250 word limit) Define the community served and target population of youth. Provide the organization s definition of at-risk youth. Describe the specific need that your proposed program or project will address. How will a Youth Development Volunteer Initiative grant enhance your capacity to meet the needs of under-served areas or populations in your community? Describe in detail how engaging volunteers will be an effective means of alleviating the identified need described. Program Design and Development (1,400 word limit) Explain in detail the program being proposed and its scope. Discuss the goals, objectives, activities, and program structure. 10

11 Describe how the proposed program will benefit the at-risk youth being served, or how they will be recruited into the program if not currently being served. Provide a timeline of activities and benchmarks for the grant period beginning December 1, 2018 and ending September 30, Describe the plan for outreach to involve volunteers or other community organizations and partners. Provide evidence on how volunteers will be utilized as part of the proposed program and how they receive adequate training and support to successfully complete their assignments. Discuss volunteer management practices used at the organization, including onboarding methods, supervision, and evaluation. Describe the plan and process for collecting data (number of participants, number of at-risk youth, number of volunteer hours, etc.) and evaluating your program. Performance Measures and Evaluation (400 word limit) Outline at least two clear programmatic goals and measurable outcomes for youth being served (specify how you will identify and measure impact from at-risk youth being served, if any). Outline at least two goals with measurable outcomes for volunteers engaged in the program. Identify your anticipated results. Describe how you will achieve these results. Explain the tools being used to measure the results (e.g., pre/post testing) How will you report on your findings? What is the overall change you would like to see after the 10-month grant cycle? Sustainability (200 word limit) Explain in detail your strategy to sustain the impact of the program beyond the grant. Describe your strategy for volunteer retention to increase the likelihood that first-time volunteers will stay involved. For Previous Grantees (200 word limit) Please describe any early successes seen through the Youth Development Volunteer Initiative. Describe how continued funding for will build upon or expand the current programming supported by the previous Youth Development Volunteer Initiative. 11

12 Budget Instructions You may download the budget form here. This file will be uploaded as part of your online application. Budget Summary (Tab 1) Request (Column A) The dollar amount by line item category for which you are applying. This total amount cannot exceed the maximum award amount of $10, Match (Column B) The dollar amount by line item category that you are contributing to the project. Please note that your total match amount must meet or exceed your total request. Total (Column C) The total budget amount by line item category of the project. Budget Narrative (Tab 2) 1) Staff a. Definition: Professional staff that provide direct services to the project. b. Description Column: Include each individual staff s full-year salary and FTE rate (the percentage of time individual staff will directly work on the project) OR hourly rate as well as the number of hours per week and number of weeks assigned to this project. Each staff salary should be pro-rated to reflect the grant period (December 1, September 30, 2019). c. Considerations: i. Organizations may not replace staff time already being covered by existing MSA grant funding with funds to be provided through the grant described in this RFP. ii. Staff time is only eligible for grant funding and as a source of match if the staff salary is paid by private, state, or local dollars. Salaries paid by federal monies are ineligible for funding and as match. iii. Funds may not be used to pay volunteers and/or additional AmeriCorps and Commonwealth Corps member stipends for service performed in connection with the Youth Development Volunteer Initiative (nor are volunteer or service member hours an appropriate source of match). iv. Any staff listed in the budget (request or match) will be required to undergo the appropriate criminal background checks (see page 6). 2) Fringe Benefits a. Definition: Allowable fringe benefits typically include FICA, Worker s Compensation, Retirement, SUTA, Health and Life Insurance, IRA, and 401K. b. Description Column: Provide a calculation or rate for total benefits as a percentage of the salaries to which they apply, or list each benefit as a separate item. If a fringe benefit rate is over 30%, please list separately. c. Considerations: i. Holidays, leave, and other vacation benefits are not included in the fringe benefit rate but rather are absorbed into the salary budget (staff line item). 12

13 3) Consultants & Contractual Services a. Definition: Services that cannot be provided by any full- or part-time employees of the organization. b. Description Column: Include description of services being provided. 4) Supplies and Materials a. Definition: Project related supplies and materials. 5) Travel b. Description Column: Each supply and material expense must have its own line item and description. All line items over $500 require a detailed description of how amount was derived, including cost per unit (i.e., total amount / number of units = cost per unit). c. Considerations: i. MSA will not fund the purchase of equipment (see page 8). ii. MSA will not fund more than $700 for volunteer appreciation items (e.g., t-shirts, mugs, etc.). a. Definition: Costs for any official business travel related to the project (e.g., delivery services, fuel expended, taxi services). b. Description Column: Each travel expense must have its own line item and description. Please include per mile costs. c. Considerations: i. MSA cannot reimburse above the federally approved rate of.545 cents/mile. 6) Occupancy a. Definition: Costs of space for staff, meetings, etc. used directly for project planning and implementation. b. Description Column: Each occupancy expense must have its own line item and description. For organization office space, provide a pro-rated cost allocation calculation such as: $1,000 office rent / 30 days = $33.33 rent per day $33.33 / 10 total organization staff = $3.33 rent per day, per organization staff $3.33 x 2 staff working on YDVI = $6.66 rent per day, per project staff $6.66 x 5 days out of the month working on project = $33.33 allocation that month 7) Communication a. Definition: Postage, advertisement, delivery costs, etc. needed for the project. b. Description Column: Each expense must have its own line item and description. 13

14 8) Other a. Definition: Special costs related to the individual project. Costs not listed in any of the above categories. b. Description Column: Provide a detailed description of each line item. 14

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